Use WI Calendar for other project for Resource Load management

Modified on Thu, 3 Apr at 12:43 PM

Integrating WI Calendars with multiple projects allows for accurate Resource Load management, ensuring that team availability and workload are reflected consistently across different workspaces. By connecting a project to a central WI Calendar, you can track working hours, time off, and capacity constraints effectively.

If you haven’t set up a Work Item Calendar yet, refer to an article for step-by-step instructions on configuring it first here.

TABLE OF CONTENTS

Activate Resource View and Working Calendars
Enabling the WI Calendar functionality
How load data are counted
- Time Off
- Tweak

Activate Resource View and Working Calendars

To enable Resource Load calculation form WI calendars, navigate to Parameters > Resource View, toggle Show Resource View, and select a value for Resouce Load Calculation.

Then scroll to Working Calendars and enable Use Working Calendar and Load User Calendars to pull in the availability from your WI Calendar project.

The settings in Working Calendars are interdependent. First, you must enable Use Working Calendar. Once enabled, the Load User Calendars option becomes available. If you also enable this, the Load Team Assignments option appears.

Enabling the WI Calendar functionality

To activate the Work Item calendar functionality within your project, add the following properties under: Administration -> Configuration Properties

nextedy.gantt.workitemCalendar.projectId=<PROJECTID>
nextedy.gantt.workitemCalendar.globalID=<WORKITEMID>

-> replace <PROJECTID> with the projectId of the Work Item Calendar Project.

-> replace <WORKITEMID> with the work item ID of a calendar type work item that should be used as the global calendar.

If you prefer not to create a new one, you can use a placeholder empty calendar.

NOTE! This configuration must be applied to both work item calendar project and any projects that will use it.

How load data are counted

The users's resource capacity is taken from their individual calendars defined in Work Item Calendar project. In these calendars you can set all relevant availability settings - working time, time off, time on and tweaks - for defined time period. This ensures that the Resource Load calculation is based on each user's actual planned availability.

Time Off

So the way it connects the projects -> see below the New Time Off John Holiday for John in the Work Item Calendar project:

And on the end project we see that John has at the exact dates grey spaces, as he is not working. Even if we assign him to a Work Item that matches the dates, it simply does not overwrite his holiday:

Tweak

In this scenario, resource load calculation is set to remaining estimate, and a tweak has been created for Mark, limiting his available capacity to just 2h. As a result, his workload exceeds the available capacity, causing the Gantt to highlight this with a red bubble in the end project, indicating an overload:

If you need any assistance, feel free to reach out to us by submitting a ticket here.